Confirm a Reservation or Registration (Traveler's Letter) • Letter Templates and Guides

How to write this letter:

1Review the details of your agreement that were worked out during previous communication. Mention specific dates, times, and prices.
2Ask for confirmation.
3Mention any minor changes or special instructions.
4Close with a positive comment or thank you (optional).


Hotel reservations are usually confirmed by phone; however, in the case of a reservation abroad, or one that requires complex instructions, it is wise to request written confirmation. Repeat the details of the agreement so your reader can respond to any misunderstandings that may have arisen. Clarify or amend the terms of your agreement, if necessary.

Example Letter #1


As per our phone conversation of October 5, enclosed is a money order for $100.00. This amount guarantees my reservation for two adults aboard your Caribbean Spectacular Cruise leaving Miami on December 24, and returning January 4, 2019.

The total cost for this trip comes to $1,000.00, and I understand that I must pay the balance of $900.00 no later than November 30.

I understand also that my $100.00 deposit is refundable in full if you receive a written request of cancellation no later than November 30.

Example Letter #2


As per instructions from the reservations operator at your Island resort, I enclose my personal check #555 to cover full payment of reservation confirmation #123. This reserves two adjoining rooms with the modified American dining plan for my family of four.

We will arrive on December 22, at 10 a.m. and request limousine service from the airport to the resort. Please let me know if this request for transport is sufficient or if I must call the resort upon arrival.

Example Letter #3


Several weeks ago, I registered by phone for the annual Lincoln County Mental Health Association conference. At that time, I also asked that you register me in the behavior therapy workshop. Both the registration fee of $50.00 and the behavior therapy workshop fee of $75.00 were to be charged to my VISA card #555 5555 5555.

During our conversation, I was told that the Association would forward written confirmation guaranteeing my space, but as of this date, I have not received any word.

Before I continue with my plans, I would appreciate receiving confirmation of my registration either by return letter or by fax as soon as possible. My fax number is 555-5555.

Example Letter #4


This letter is to confirm my registration at the Springfield History Association's annual convention on January 25, 2019. I have enclosed my check for $250.00, as you requested. I remind you that I have yet to receive my information packet. As the day of the convention is rapidly approaching, could you please express mail the packet and confirmation of my registration to the address above? I appreciate your help and look forward to attending the convention.

Write Your Letter Step-by-Step


Review the details of your agreement that were worked out during previous communication. Mention specific dates, times, and prices.

Example Sentences for Step 1

Example Phrases for Step 1


Mention any minor changes or special instructions.

Example Sentences for Step 3

Example Phrases for Step 3

Recommended Articles